What is a Grievance Letter?
Do you want to write a grievance letter to your employer? If yes, then you might find it to be a huge task. It is important to make use of right skill set, in order to write this type of a letter to an employer. The grievance is all about raising a complaint, but it is important to do this task in a proper manner without insulting anyone.
What kind of behavior of an employer you wish to complain about? Whatever may be an answer to this question, but it is important to complain in a chronological order. It is important to complain in an appropriate manner by adding proper facts so that the complaint can be justified. It is important to answer few questions in this letter related to who, when, how and what. It is advisable to not mention the things related to the compensation and tribunal proceedings. Learn more about the grievance process, before drafting such a letter.
Entering wrongs statements and mentioning things related to the tribunal proceedings, may work against you. The clever employer can make use of such statements against you. So it is very important to learn few appropriate ways to write a grievance letter.
How to Write a Grievance Letter?
A grievance letter is usually written by an employee to an employee. It is also written by a consumer to a company or manager, complaining about products or services. Whatever may be the reason of writing a grievance letter, it is important for you to follow the below-mentioned steps:
The first step – Mention contact details of a recipient
It is important to mention the name and address of the recipient on the center of the envelope or on the front side of the envelope. You can also address a letter, under the name of a company.
The second step – Mention your address
It is also important for you to mention your address in a grievance letter so that recipient can find it easy to revert back. This is also called as a return address, which you should place in the upper left corner. In the upper right corner, you can place a stamp.
The third step – Mention name of an addressee
Do you know the name of a person to whom you are addressing a letter? If yes, then do mention that name or else you can address it to the president or owner of the company.
The fourth step – Write the first paragraph
It is important to give a basic idea about your background, in the first paragraph of a letter. Don’t make use of very difficult language, while writing this type of a letter. You can describe your grievance, in a general language.
The fifth step – Describe your problem
In the next paragraph of a letter, you should describe your problem in detail. Give details about the problems that you have faced and the way they have affected you. It is important to give details about your problem so that an employer to a company can find it easy to understand it in a proper manner.
The sixth step – Give suggestions
Only describing a problem is not enough! It is important for you to suggest a proper solution related to your problem or complaint. You can also request for a compensation if you feel appropriate.
The seventh step – Add warning, if required
Adding warning is not always necessary in such a grievance letter. But, if you are planning to add a warning then ensure that you don’t make use of aggressive words. Be empathetic, while stating your demand.
The eighth step – Close a letter
Now it’s time for you to close a letter in the last paragraph. Make use of the polite tone in order to state your expectation while closing a grievance letter. End your letter in such a way that the company can reply to your complaint.
The ninth step – Send your letter
Send the grievance letter, just like the way you send a business letter. Place your letter in the envelope and post it. You can also consider sending it via email.
What Counts as a Personal Grievance?
Dismissal of an employee is definitely the part of personal grievance, but it is not just limited to it. When it comes to a dismissal of an employee, there are several categories to it which are the part of personal grievances.
These categories are like an unjustified dismissal of an employee, employee discrimination, sexually harassed an employee, racially harassed employee, demotion or suspension for no reason, underpaid employee, etc.
Personal grievances can be related to any subject, which leads to a wrong dismissal of an employee.
Things to consider while writing a Personal Grievance letter?
A personal grievance letter against an employee works as a written complaint. In such a letter, it is important to mention the relevant facts and remedies, so that an employer can act accordingly. Writing your personal grievance in writing can make it easy for you to ask for a claim. Here are the few things that you need to take into account while writing a personal grievance letter:
What kind of incident occurred exactly before your dismissal? It is important for you to calmly think about it for around 10 to 15 minutes and then write the occurred incident on a rough piece of paper. While doing so, here are the few questions that you need to ask:
- When did it all start in your office?
- What exactly ruled the situation?
- Why were things unfair to you?
- Who all were involved in the matter?
- What was your reaction?
- How the things ended?
What all events occurred before your dismissal and when? In your grievance letter, you should include a date and timings related to the meetings, to make it look relevant.
Prepare the list of documents required to show as a proof. These documents can be like payslips, letters, employee agreement, etc. You can attach the related documents with your grievance letter.
Think about all the possible remedies. Write down those remedies in your grievance letter, so that it can become easy for the reader to solve the grievances.